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University Policies and Procedures

8.1.9 On-Line Fleet Reservation System

General

TA Fleet Vehicle Reservation program called Agile Fleet Commander has been completed which enables users to request fleet vehicles. This program can be reached from any University connected computer by going to https://ilstu.agilefleet.com.

Fiscal agents or approved designees may reserve vehicles through this site. To sign up to be a reservation requestor, please go to the "Sign Up Now!" link on the left hand side of the main page. All information must be filled out, including the 25 digit Datatel Account number that departmental travel will be charged. Once approved, you will receive a welcome email.

All drivers should also sign up to drive by going to the "Sign Up Now!" link on the left hand side of the main page of Agile Fleet Commander. This creates your driver profile. All information is required, including the 25 digit Datatel Account number that departmental travel will be charged. Once approved, you will receive a welcome email.

It is the Fiscal agents or approved designees responsibility to alert Facilities Management of anyone who has left the University or department so that person can be deactivated as an active user in the system, as well as to deactivate them as active users from appropriate fuel access associated with fleet vehicle fueling systems.

Facilities Management will try to honor all fleet vehicle reservations based on approved guidelines. There may be a rare instance that a reservation will not be honored due to vehicle availability. Please submit all reservations at least 14 days in advance of the reservation start date to guarantee a reservation when all guidelines are met. This will allow Facilities Management to work with approved vendors to supplement the rental fleet should the need arise.

Departments will be billed monthly for all fleet vehicle reservations based on the current daily rate and mileage rate. Additional charges may be incurred if vehicles are returned excessively dirty. Requests must be cancelled at least 24 hours in advance of your reservation to avoid a cancellation fee. Any reservations not picked up during normal business hours are subject to an additional fee. Fleet vehicles will not be distributed to drivers when the University is closed due to an administrative closure because of weather emergencies.

Any questions regarding fleet vehicle reservation systems or fueling systems can be emailed to fleetandbuses@IllinoisState.edu or by calling (309)438-2038.